1.1 We are committed to safeguarding the privacy of our website visitors and client portal service users.
1.2 This policy applies where we are acting as a data controller with respect to the personal data; in other words, where we determine the purposes and means of the processing of that personal data.
1.4 In this policy, “we”, “us” and “our” refer to Silver Levene LLP and Silver Levene (UK) Limited.
- How we use your personal data
2.1 In this Section 2 we have set out:
(a) the general categories of personal data that we may process;
(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
(c) the purposes for which we may process personal data; and
(d) the legal bases of the processing.
2.2 We may process data about your use of our website and client portal services (“usage data“). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system and network security system. This usage data may be processed for the purposes of analysing the use of the website and portal services. The legal basis for this processing is our legitimate interests, namely monitoring, securing and improving our website and portal services and preventing fraud.
2.3 We may process your account data (“account data“). The account data may include your name and email address. The source of the account data is you or your employer. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is providing secure communications with clients, as required to perform our professional services and obligations, and our legitimate interests of maintaining cyber security and preventing fraud.
2.4 We may process your personal data that are provided in the course of the use of our professional services (“service data“). The service data may include personal financial information, employment status, marital status, number of dependents. The source of the service data is you or your employer. The service data may be processed for the purposes of operating our client portal, providing our professional services, carrying out debt collection activities and ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and preventing fraud.
2.5 We may process information contained in any enquiry you submit to us regarding services (“enquiry data“). The enquiry data may be processed for the purposes of offering, marketing and selling relevant services to you. The legal basis for this processing is our legitimate interests.
2.6 We may process information relating to our customer relationships, including customer contact information (“customer relationship data“). The customer relationship data may include your name, your employer, your job title or role, your contact details, and information contained in communications between us and you or your employer. The source of the customer relationship data is you or your employer. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications and promoting our products and services to customers. The legal basis for this processing is our legitimate interests, namely the proper management of our customer relationships.
2.7 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data“). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent.
2.8 We may process information contained in or relating to any communication that you send to us (“correspondence data“). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.
2.9 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
2.10 We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
2.11 In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
2.12 Please do not supply any other person’s personal data to us, unless we prompt you to do so.
- Providing your personal data to others
3.1 We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy.
3.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
3.3 We may disclose your personal data such as your name, your employer, your job title or role, your contact details, financial information and information contained in communications between us and you or your employer to our service providers and partners who assist and enable us to use the personal data to support delivery of or provide functionality on the website or professional services (including credit facility providers).
3.4 In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims (including debt recovery activities), whether in court proceedings or in an administrative or out-of-court procedure.
- International transfers of your personal data
4.1 In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
4.2 We use accounting services subcontractors situated in Mauritius to provide certain professional services on our behalf. Transfers to Mauritius will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission, a copy of which can be obtained from our Data Protection Officer.
- Retaining and deleting personal data
5.1 This Section 5 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
5.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
5.3 We will retain any relevant personal data required for the provision of our services to you will be retained for 8 years following termination of any engagement as our client.
5.4 In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, the period of retention of personal data published to the client portal will be determined at the publisher’s discretion, taking into account the nature of the information being published (however copies of that information will be retained within our internal client database and document management system in accordance with our client terms of engagement).
5.5 Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
- Security of personal data
6.1 We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.
6.2 We will store all your personal data on secure servers, computers and mobile devices, and in secure manual record-keeping systems.
6.3 The following personal data will be stored by us in encrypted form: your name, contact information, client portal password(s) and any cardholder data provided to us.
6.4 Data relating to client communications that is sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology.
6.5 You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
6.6 You should ensure that your client portal password is not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the password you use for accessing our client portal confidential and we will not ask you for your password (except when you log in to our client portal).
7.1 We may update this policy from time to time by publishing a new version on our website.
7.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
7.3 We may notify you of significant changes to this policy by sending you written communications.
- Your rights
8.1 In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
8.2 Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
8.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
8.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
8.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
8.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
8.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
8.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
8.9 To the extent that the legal basis for our processing of your personal data is:
(a) consent; or
(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,
and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
8.10 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
8.11 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
8.12 You may exercise any of your rights in relation to your personal data by written notice to us.
- Third party websites
9.1 Our website includes hyperlinks to, and details of, third party websites.
9.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.
- Personal data of children
10.1 Our website and services are targeted at persons over the age of 18.
10.2 If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.
- Updating information
11.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.
- About cookies
12.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
12.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
12.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
- Cookies that we use
13.2 The table below shows what cookies we use and why:
|Service||Cookie Name||Description||Expiration Time|
|Google Analytics gtag.js and analytics.js||_ga||Used to distinguish users.||2 years|
|_gid||Used to distinguish users.||24 hours|
|_gat||Used to throttle request rate. If Google Analytics is deployed via Google Tag Manager, this cookie will be named _dc_gtm_<property-id>.||1 minute|
|AMP_TOKEN||Contains a token that can be used to retrieve a Client ID from AMP Client ID service. Other possible values indicate opt-out, inflight request or an error retrieving a Client ID from AMP Client ID service.||30 seconds to 1 year|
|_gac_<property-id>||Contains campaign related information for the user. If you have linked your Google Analytics and AdWords accounts, AdWords website conversion tags will read this cookie unless you opt-out.||90 days|
|__utmt||Used to throttle request rate.||10 minutes|
|__utmc||Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmbcookie to determine whether the user was in a new session/visit.||End of browser session|
|__utmv||Used to store visitor-level custom variable data. This cookie is created when a developer uses the _setCustomVar method with a visitor level custom variable. This cookie was also used for the deprecated _setVar method. The cookie is updated every time data is sent to Google Analytics.||2 years from set/update|
|Google Maps||NID, OGPC, APISID||These cookies are used by Google to store user preferences and information when viewing pages with Google maps on them.||From 1 month to 6 months|
|1P_JAR, CONSENT, APISD, HSID, S, SIDCC, NID, SID||Google uses these cookies, based on recent searches and interactions, to customise ads on Google websites.||From 1 month to 20 years|
|DV, UULE||These cookies are used by Google to collect information about how visitors use our site.||1 day|
|OTZ||A cookie used by Google Analytics that provides an aggregate analysis of Website visitors||1 week|
|PHP System||PHPSESSID||This cookie contains information that identifies the user and is destroyed when the session expires.||Session|
|Hotjar||hjClosedSurveyInvites||This cookie is set once a visitor interacts with a Survey invitation modal pop-up. It is used to ensure that the same invite does not re-appear if it has already been shown.||1 Year|
|_hjDonePolls||This cookie is set once a visitor completes a Poll using the Feedback Poll widget. It is used to ensure that the same Poll does not re-appear if it has already been filled in.||1 Year|
|_hjMinimizedPolls||This cookie is set once a visitor minimizes a Feedback Poll widget. It is used to ensure that the widget stays minimized when the visitor navigates through your site.||1 Year|
|_hjDoneTestersWidgets||This cookie is set once a visitor submits their information in the Recruit User Testers widget. It is used to ensure that the same form does not re-appear if it has already been filled in.||1 Year|
|_hjMinimizedTestersWidgets||This cookie is set once a visitor minimizes a Recruit User Testers widget. It is used to ensure that the widget stays minimized when the visitor navigates through your site.||1 Year|
|_hjDoneSurveys||This cookie is set once a visitor completes a survey. It is used to only load the survey content if the visitor hasn’t completed the survey yet.||1 Year|
|_hjIncludedInSample||This session cookie is set to let Hotjar know whether that visitor is included in the sample which is used to generate Heatmaps, Funnels, Recordings, etc.||1 Year|
|_hjShownFeedbackMessage||This cookie is set when a visitor minimizes or completes Incoming Feedback. This is done so that the Incoming Feedback will load as minimized immediately if they navigate to another page where it is set to show.||1 Year|
|cookie_notice_accepted||This cookie enables you to accept our cookie statement once every year.||1 year|
Used to customize the view of admin interface/main site interface for logged in users.
|wordpress_test_cookie||Checks if cookies are enabled to provide appropriate user experience.||Session|
|wordpress_logged_in_||Checks whether or not the current visitor is a logged in WordPress.com user.||Session|
|wordpress_sec_||Essential WordPress session management cookies for logged in users.||Session|
- Cookies used by our service providers
14.4 We use various other third parties to provide accounting services direct to our clients via third parties’ websites / portals. For a full list of such third parties, and details of their privacy and cookie policies, please contact Robert Perez (firstname.lastname@example.org)
- Managing cookies
15.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
(a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
(d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
(e) https://support.apple.com/en-gb/guide/safari/sfri11471/mac (Safari); and
15.2 Blocking all cookies will have a negative impact upon the usability of many websites.
- Our details
16.1 This website is owned and operated by Silver Levene LLP.
16.2 We are registered in England and Wales under registration number OC354724, and our registered office is at 37 Warren Street, London, W1T 6AD.
16.3 Our principal place of business is at 37 Warren Street, London, W1T 6AD.
16.4 You can contact us:
(a) by post, to the postal address given above;
(b) using our website contact form;
(c) by telephone, on the contact number published on our website from time to time; or
(d) by email, using the email address published on our website from time to time.
- Data protection registration
17.1 We are registered as a data controller with the UK Information Commissioner’s Office.
17.2 Our data protection registration number is Z6602799 (for Silver Levene LLP) and Z072043 (for Silver Levene (UK) Limited).
- Data protection officer
18.1 Our data protection officer’s contact details are: 37 Warren Street, London W1T 6AD (FAO Data Protection Officer), email@example.com.